Office of Planning, Analysis, and Communication Page 1 DATA - - PowerPoint PPT Presentation

▶

Dec 21, 2022 222 likes •356 views

ITS Capital Project Request Cycle Office of Planning, Analysis, and Communication Page 1 DATA STANDARDS COMMITTEE Agenda The Current Process The Hurdles The Proposed Process The Improvements The Council Page 2 DATA

SLIDE 1

Page 1

ITS Capital Project Request Cycle Office of Planning, Analysis, and Communication

SLIDE 2

Page 2

DATA STANDARDS COMMITTEE

➢ The Current Process ➢ The Hurdles ➢ The Proposed Process ➢ The Improvements ➢ The Council

Agenda

SLIDE 3

Page 3

DATA STANDARDS COMMITTEE

➢ One time call to campus for Capital submissions for the upcoming fiscal year. ➢ Capital projects are:

– Anything > 40 hours of staff time (ITS + client/submitter) – Budget in excess of $25,000

➢ Project requests below these thresholds gets assigned to IT leadership for discussion, review, approval, and scheduling. ➢ No formal prioritization process before going to Cabinet.

The Current Process

SLIDE 4

Page 4

DATA STANDARDS COMMITTEE

Project submitted Put on a list for estimates and prioritization Finance office approves budgets Prioritized list submitted to cabinet List of approved projects sent to proposers Projects begin as schedule/budget permits

The Flow of the Current Process

VPs asked for their

division’s priorities

SLIDE 5

Page 5

DATA STANDARDS COMMITTEE

The Current Process Timeline

Fall

Once a year email to campus for submissions

Winter

Compile list and budget estimates

Spring

Cabinet approves list

Summer

Work can begin

SLIDE 6

Page 6

DATA STANDARDS COMMITTEE

➢ One-time submission creates a bottleneck for review. ➢ Approval takes too long and not transparent. ➢ Communication is not consistent. ➢ Summer resources are over-allocated.

Hurdles of the Current Process

SLIDE 7

Page 7

DATA STANDARDS COMMITTEE

➢ Projects are submitted on rolling basis. ➢ Funding is allocated from the IT capital budget as we go. ➢ Projects that require additional funds are brought to Cabinet for review.

* Project is either funded from alternate source or project must wait until next fiscal year.

➢ New rubric and other PM tools developed to help prioritize projects. ➢ Project scheduling is staggered and not stacked. ➢ Prioritization Council established to review and oversee.

The Proposed Process

SLIDE 8

Page 8

DATA STANDARDS COMMITTEE

The Proposed Process

Project Submitted & Reviewed Yes Funding is available from IT Capital Schedule Funding is not available from IT Capital Cabinet reviews for funding source Funding available - Schedule Funding not available

Wait

SLIDE 9

Page 9

DATA STANDARDS COMMITTEE

The Proposed Process Timeline

Project Submissions

Research Review Fund Schedule

SLIDE 10

Page 10

DATA STANDARDS COMMITTEE

➢ Quicker turnaround on project requests.

– Approval is not dependent on fiscal year and can occur more rapidly.

➢ Better planning and allocation of resources.

– More time to delegate tasks to resources without over allocating them. – Projects can be scheduled more easily to better fit needs and deadlines.

➢ Budget is more fluid.

– Ability to fund projects based on need and timing.

➢ Strengthen community confidence in the process.

– Communication and planning with the customer is immediate.

➢ Transparent and cross-divisional prioritization process.

– Prioritization council will oversee request process to ensure needs are met equally. The Improvements

SLIDE 11

Page 11

DATA STANDARDS COMMITTEE

➢Purpose

The Project Prioritization Council ensures that the College’s resources are being utilized

in a thoughtful and strategic manner, and that the allocation of those resources is being prioritized in a cross-divisional and transparent way.

Scope - during the pilot phase the PPC will focus on IT projects.

➢Members

The standing members of the Project Prioritization Council include one representative

from each division as selected by the division head as well as the chairs of IT and Library committee and FAP.

Kat Butler will chair the group, with Jill Snyder and John O’Keefe serving as ex-officio

members of the council.

➢Frequency

Meetings will occur quarterly, in the third week of September, January, April, and July.

In the event that a project arises that is of an urgent nature, a special meeting, either in person or via email, may be necessary.

The Prioritization Council

SLIDE 12

Page 12

DATA STANDARDS COMMITTEE

➢Update the website and project intake form. ➢Form the PPC group. ➢Communicate changes to the community. ➢Update current list of projects. ➢Provide periodic updates to cabinet.

ITS Capital Project Request Cycle Office of Planning, Analysis, and Communication

DATA STANDARDS COMMITTEE

➢ The Current Process ➢ The Hurdles ➢ The Proposed Process ➢ The Improvements ➢ The Council

Agenda

DATA STANDARDS COMMITTEE

➢ One time call to campus for Capital submissions for the upcoming fiscal year. ➢ Capital projects are:

– Anything > 40 hours of staff time (ITS + client/submitter) – Budget in excess of $25,000

➢ Project requests below these thresholds gets assigned to IT leadership for discussion, review, approval, and scheduling. ➢ No formal prioritization process before going to Cabinet.

The Current Process

DATA STANDARDS COMMITTEE

Project submitted Put on a list for estimates and prioritization Finance office approves budgets Prioritized list submitted to cabinet List of approved projects sent to proposers Projects begin as schedule/budget permits

The Flow of the Current Process

VPs asked for their

division’s priorities

DATA STANDARDS COMMITTEE

The Current Process Timeline

Fall

Winter

Spring

Summer

DATA STANDARDS COMMITTEE

➢ One-time submission creates a bottleneck for review. ➢ Approval takes too long and not transparent. ➢ Communication is not consistent. ➢ Summer resources are over-allocated.

Hurdles of the Current Process

DATA STANDARDS COMMITTEE

➢ Projects are submitted on rolling basis. ➢ Funding is allocated from the IT capital budget as we go. ➢ Projects that require additional funds are brought to Cabinet for review.

* Project is either funded from alternate source or project must wait until next fiscal year.

➢ New rubric and other PM tools developed to help prioritize projects. ➢ Project scheduling is staggered and not stacked. ➢ Prioritization Council established to review and oversee.

The Proposed Process

DATA STANDARDS COMMITTEE

The Proposed Process

DATA STANDARDS COMMITTEE

The Proposed Process Timeline

Project Submissions

DATA STANDARDS COMMITTEE

➢ Quicker turnaround on project requests.

– Approval is not dependent on fiscal year and can occur more rapidly.

➢ Better planning and allocation of resources.

– More time to delegate tasks to resources without over allocating them. – Projects can be scheduled more easily to better fit needs and deadlines.

➢ Budget is more fluid.

– Ability to fund projects based on need and timing.

➢ Strengthen community confidence in the process.

– Communication and planning with the customer is immediate.

➢ Transparent and cross-divisional prioritization process.

– Prioritization council will oversee request process to ensure needs are met equally. The Improvements

DATA STANDARDS COMMITTEE

➢Purpose

in a thoughtful and strategic manner, and that the allocation of those resources is being prioritized in a cross-divisional and transparent way.

➢Members

from each division as selected by the division head as well as the chairs of IT and Library committee and FAP.

members of the council.

➢Frequency

In the event that a project arises that is of an urgent nature, a special meeting, either in person or via email, may be necessary.

The Prioritization Council

DATA STANDARDS COMMITTEE

➢Update the website and project intake form. ➢Form the PPC group. ➢Communicate changes to the community. ➢Update current list of projects. ➢Provide periodic updates to cabinet.

The Next Steps